Writing emails on behalf of someone else can feel like walking a tightrope. You need to capture their voice while maintaining your own professionalism. Whether you’re an assistant scheduling meetings for your boss, a team member responding to client inquiries, or a colleague handling correspondence during someone’s absence, getting the tone and approach right is essential.
The challenge lies in striking the perfect balance between authority and humility. You want recipients to feel they’re receiving a response that carries the weight of the person you’re representing, yet you need to be clear about your role. This delicate dance requires specific language patterns, careful attention to detail, and a deep understanding of professional email etiquette.
Here are 15 carefully crafted email samples that will help you master the art of professional correspondence on behalf of others.
On Behalf of Email Samples
These templates cover various scenarios you’ll encounter when writing emails for someone else. Each example demonstrates different approaches to maintain professionalism while clearly establishing your representative role.
1. Scheduling a Meeting on Behalf of Your Manager
Subject: Meeting Request from [Manager’s Name] – Strategic Planning Discussion
Dear Mr. Johnson,
I hope this email finds you well. I’m writing on behalf of Sarah Mitchell, our Director of Operations, to schedule a strategic planning meeting with your team.
Ms. Mitchell would like to discuss the upcoming quarterly initiatives and explore potential collaboration opportunities between our departments. She has requested that I coordinate a meeting for next week.
Based on her calendar, the following times are available: – Tuesday, June 4th at 2:00 PM – Wednesday, June 5th at 10:00 AM – Thursday, June 6th at 3:00 PM
The meeting would last approximately 90 minutes and can be held in the main conference room or via video call, depending on your preference.
Please let me know which time works best for your schedule, and I’ll send out the calendar invitation with the agenda.
Best regards,
[Your name and designation]
On behalf of Sarah Mitchell
Director of Operations
2. Responding to Client Inquiry While Manager is Away
Subject: Re: Product Specification Questions – Response from [Manager’s Name]’s Office
Hello Ms. Rodriguez,
Thank you for reaching out regarding the technical specifications for our new software platform. I’m responding on behalf of David Chen, our Product Manager, who is currently attending a conference but wanted to ensure you received a prompt response.
Regarding your questions about system integration capabilities, I can confirm that our platform supports both REST API and webhook integrations. The documentation you requested has been prepared by our technical team and is attached to this email.
Mr. Chen has specifically asked me to mention that he would be happy to schedule a detailed technical discussion with you and your IT team upon his return next Tuesday. This would allow for a more comprehensive review of your specific requirements.
Would you be available for a call on Tuesday afternoon or Wednesday morning? I can coordinate the scheduling and ensure our lead developer joins the conversation.
Please don’t hesitate to reach out if you have any immediate questions. I’ll make sure Mr. Chen receives your message and can provide additional clarification as needed.
Warm regards,
[Insert sender’s name and role]
Assistant to David Chen, Product Manager
3. Declining an Invitation on Behalf of an Executive
Subject: Regrets from [Executive’s Name] – Industry Conference Invitation
Dear Conference Planning Committee,
I’m writing on behalf of Jennifer Walsh, Chief Executive Officer, regarding your invitation to speak at the Annual Technology Leadership Summit scheduled for September.
Ms. Walsh is honored by your invitation and appreciates being considered for such a prestigious event. Unfortunately, due to previously committed international business travel during that period, she will not be able to participate as a keynote speaker.
However, she has asked me to suggest two alternative options that might benefit your conference. First, our Chief Technology Officer, Michael Barnes, has extensive experience in digital transformation and would be an excellent speaker on innovation topics. Second, Ms. Walsh would be available to participate in a virtual panel discussion if the timing aligns with her schedule.
I’ve attached Mr. Barnes’ biography and speaking credentials for your consideration. If you’re interested in either alternative, I’d be happy to coordinate the arrangements.
Thank you for thinking of Ms. Walsh, and we hope to find a way to contribute to your successful event.
Sincerely,
[Sender’s name and designation]
Executive Assistant to Jennifer Walsh, CEO
4. Requesting Information from Vendors on Behalf of Procurement
Subject: Vendor Information Request from [Department Head’s Name]
Good morning,
I’m contacting you on behalf of Robert Kim, our Procurement Director, regarding potential partnership opportunities for our upcoming facility expansion project.
Mr. Kim has identified your company as a preferred vendor for office furniture and workspace solutions. He has requested that I gather preliminary information to help evaluate the best options for our needs.
Our project involves furnishing a 15,000 square foot office space for approximately 120 employees. We’re particularly interested in sustainable, ergonomic solutions that align with our company’s environmental commitments.
Could you please provide the following information: – Current product catalog with pricing for bulk orders – Timeline for delivery and installation services – Warranty and maintenance support options – References from similar-sized projects completed in the past year
Mr. Kim plans to schedule vendor presentations during the first week of July. If you’re interested in being considered for this project, please submit the requested information by June 20th.
I’ll be coordinating all communications during the initial evaluation phase and will ensure Mr. Kim receives your submission promptly.
Thank you for your time and consideration.
Best regards,
[Your name and role]
Procurement Support Team
On behalf of Robert Kim, Procurement Director
5. Following Up on Behalf of Sales Team Leader
Subject: Follow-up on Proposal Discussion – [Team Leader’s Name]
Hi Amanda,
I hope you’re having a great week. I’m following up on behalf of Lisa Park, our Sales Team Leader, regarding the proposal we discussed during last Friday’s meeting.
Lisa wanted me to check in and see if you’ve had a chance to review the pricing structure and implementation timeline we provided. She mentioned that you had some questions about the training component, and she’s prepared additional materials that might address your concerns.
Based on your feedback during our conversation, Lisa has worked with our implementation team to create a customized onboarding plan that reduces the initial training time by 30%. This adjustment maintains the same quality of support while accommodating your team’s busy schedule.
Lisa is available for a brief call this week to walk through these modifications and answer any additional questions you might have. She’s particularly excited about the potential partnership and wants to ensure we’re addressing all your needs.
When would be a convenient time for a 20-minute conversation? I can coordinate the scheduling and send you the updated materials beforehand.
Looking forward to hearing from you soon.
Regards,
[Insert your name and designation]
Sales Support Coordinator
On behalf of Lisa Park, Sales Team Leader
6. Apologizing on Behalf of Service Manager
Subject: Apology and Resolution from [Manager’s Name] – Recent Service Experience
Dear Mr. Thompson,
I’m writing on behalf of Carol Stevens, our Customer Service Manager, regarding the issue you experienced with your recent order delivery.
Ms. Stevens has personally reviewed your case and asked me to extend her sincere apologies for the inconvenience caused by the delayed shipment and miscommunication from our logistics team. She takes full responsibility for the breakdown in our standard process.
To resolve this matter immediately, Ms. Stevens has authorized the following actions: – Complete refund of your shipping charges – Priority processing for your replacement order – Direct contact number for expedited future support
Your replacement items have been shipped via express delivery and should arrive by tomorrow afternoon. I’ll send you the tracking information separately so you can monitor the progress.
Ms. Stevens has also implemented additional quality checks in our fulfillment process to prevent similar issues from occurring. She values your business relationship and wants to ensure your future experiences exceed your expectations.
Please contact me directly if you need any additional assistance or if the replacement order doesn’t arrive as scheduled.
Sincerely,
[Sender’s name and role]
Customer Service Team
On behalf of Carol Stevens, Customer Service Manager
7. Requesting Deadline Extension on Behalf of Project Manager
Subject: Project Timeline Adjustment Request – [Project Manager’s Name]
Hello Team,
I’m reaching out on behalf of Marcus Williams, our Project Manager for the client portal development initiative, regarding an important timeline adjustment.
Mr. Williams has been monitoring the project progress closely and has identified some technical complexities that require additional development time to ensure quality delivery. Rather than rushing the final phases, he believes it’s in everyone’s best interest to request a brief extension.
The primary factors contributing to this request include: – Additional security testing requirements identified during code review – Integration challenges with the existing customer database – Enhanced features requested during stakeholder feedback sessions
Mr. Williams proposes extending the delivery date by two weeks, from July 15th to July 29th. This adjustment would allow the development team to thoroughly address these items while maintaining our high-quality standards.
He’s prepared a detailed analysis of the timeline adjustment and its impact on subsequent project phases. The analysis shows that this extension actually prevents more significant delays that could occur if we proceed with the current aggressive schedule.
Mr. Williams is available to discuss this proposal in detail and answer any questions about the revised timeline. Can we schedule a team meeting for later this week to review the updated project plan?
Thanks for your understanding and flexibility.
Best wishes,
[Your name and designation]
Project Coordination Office
On behalf of Marcus Williams, Project Manager
8. Announcing Policy Changes on Behalf of HR Director
Subject: Important Policy Updates from [HR Director’s Name]
Dear All Employees,
I’m writing on behalf of Patricia Lopez, our Human Resources Director, to inform you about several important policy updates that will take effect beginning next month.
Ms. Lopez has been working with the executive team to enhance our workplace policies based on employee feedback and industry best practices. These changes reflect our commitment to creating a more flexible and supportive work environment.
The key policy updates include: – Expanded remote work options with flexible scheduling – Enhanced parental leave benefits for all new parents – Improved professional development funding and approval process – Updated vacation accrual rates for employees with five or more years of service
Ms. Lopez will be hosting information sessions during the next two weeks to explain these changes in detail and answer your questions. Session times have been scheduled to accommodate different work schedules, including early morning, lunch hour, and late afternoon options.
Detailed policy documents will be distributed this Friday, and all changes will be reflected in the employee handbook by month-end. The HR team is also preparing a comprehensive FAQ document to address common questions.
Ms. Lopez encourages everyone to attend one of the information sessions and reach out with any specific concerns or questions about how these changes might affect your individual situation.
Registration for the information sessions is available through our internal portal, and I’ll send out the specific dates and times tomorrow.
Thank you for your attention to this important update.
Respectfully,
[Insert sender’s name and role]
Human Resources Support Staff
On behalf of Patricia Lopez, HR Director
9. Accepting Speaking Engagement on Behalf of Subject Matter Expert
Subject: Acceptance of Speaking Invitation – [Expert’s Name]
Dear Dr. Harrison,
Thank you for inviting Dr. Elena Rodriguez to speak at the International Research Symposium scheduled for October. I’m pleased to respond on her behalf with her acceptance of your invitation.
Dr. Rodriguez is excited about the opportunity to present her latest research findings on sustainable energy solutions to such a distinguished audience. She has asked me to confirm her availability for the October 15th keynote session and express her enthusiasm for participating in this important event.
Her proposed presentation topic is “Breakthrough Technologies in Solar Energy Storage: Practical Applications and Future Implications.” This presentation will include recent data from her team’s groundbreaking research and practical case studies from successful implementations.
Dr. Rodriguez has requested the following technical requirements for her presentation: – High-definition projector with wireless connectivity – Wireless microphone with backup audio system – Internet access for live demonstration components
She’s also available for the optional panel discussion on renewable energy policy that you mentioned in your invitation. Her expertise in both technical and policy aspects would contribute valuable perspectives to that conversation.
I’ll coordinate all travel arrangements and presentation materials as we get closer to the event date. Please send me the detailed schedule and any additional presenter guidelines when they become available.
Dr. Rodriguez looks forward to contributing to this significant gathering of industry leaders and researchers.
Warm regards,
[Sender’s name and designation]
Research Assistant to Dr. Elena Rodriguez
10. Requesting Budget Approval on Behalf of Department Head
Subject: Budget Approval Request from [Department Head’s Name] – Q3 Marketing Initiative
Good afternoon,
I’m submitting this budget request on behalf of Thomas Bradley, Marketing Department Head, for the third-quarter digital advertising campaign initiative.
Mr. Bradley has developed a comprehensive marketing strategy to support our new product launch and has asked me to present the financial requirements for executive approval. The campaign focuses on targeted digital advertising across multiple platforms to maximize reach and conversion rates.
The total budget request is $85,000, allocated as follows: – Social media advertising: $35,000 – Search engine marketing: $25,000 – Content creation and design: $15,000 – Analytics and optimization tools: $10,000
Mr. Bradley’s analysis projects a return on investment of 250% based on conservative conversion estimates and current market trends. The supporting data and detailed projections are included in the attached presentation.
This initiative aligns with our annual growth objectives and supports the aggressive market expansion goals established during the strategic planning session. The timing is crucial, as our competitors are increasing their marketing investments for the same market segment.
Mr. Bradley is available to present the full strategy and answer questions during next week’s budget review meeting. He’s particularly eager to discuss the innovative approaches his team has developed for customer acquisition and retention.
Could you please review the proposal and let me know if additional information is needed before the executive committee meeting?
Thank you for considering this important investment in our marketing capabilities.
Sincerely,
[Your name and role]
Marketing Department Analyst
On behalf of Thomas Bradley, Marketing Department Head
11. Coordinating Training Session on Behalf of Training Manager
Subject: Mandatory Training Session Coordination – [Training Manager’s Name]
Hello Everyone,
I’m organizing the upcoming cybersecurity awareness training on behalf of Rebecca Foster, our Training and Development Manager, who is currently coordinating multiple training initiatives across different departments.
Ms. Foster has emphasized the critical importance of this training, especially given the recent increase in cyber threats affecting businesses in our industry. She has specifically requested that all employees participate in one of the scheduled sessions before the end of this month.
The training sessions are scheduled as follows: – Monday, June 24th at 9:00 AM (Conference Room A) – Tuesday, June 25th at 1:00 PM (Conference Room B) – Wednesday, June 26th at 3:00 PM (Virtual Session) – Thursday, June 27th at 10:00 AM (Conference Room A)
Each session will last approximately 90 minutes and includes interactive exercises, real-world examples, and practical tips for identifying and responding to cyber threats. Ms. Foster has worked with external security experts to ensure the content is current and relevant to our specific business environment.
Attendance tracking is mandatory for compliance purposes, and certificates will be issued upon completion. If none of these times work with your schedule, please contact me immediately to arrange an alternative session.
Ms. Foster will personally conduct two of the sessions and has arranged for certified trainers to handle the others. She’ll also be available after each session for individual questions or concerns.
Please reply to this email with your preferred session time by Friday so I can finalize the attendance lists and prepare materials accordingly.
Looking forward to seeing everyone there.
Best regards,
[Insert your name and designation]
Training Coordination Assistant
On behalf of Rebecca Foster, Training and Development Manager
12. Declining Partnership Proposal on Behalf of Business Development Director
Subject: Partnership Proposal Response from [Director’s Name]
Dear Ms. Chen,
Thank you for presenting the strategic partnership proposal to our business development team. I’m responding on behalf of Kevin Murphy, our Business Development Director, who has carefully reviewed your comprehensive presentation.
Mr. Murphy appreciates the time and effort your team invested in developing this proposal and recognizes the potential value in the collaboration model you’ve outlined. Your approach to market expansion and resource sharing demonstrates thoughtful strategic planning.
After thorough evaluation with our executive team, Mr. Murphy has concluded that this particular partnership doesn’t align with our current strategic priorities and resource allocation plans. Our focus for the next 18 months is concentrated on strengthening our core markets before expanding into new territories.
However, Mr. Murphy is impressed with your company’s innovative approach and suggests revisiting this opportunity in the future when our strategic focus shifts toward geographic expansion. He believes there may be potential for collaboration on smaller-scale projects that could serve as a foundation for future partnership.
He’s asked me to schedule a brief conversation with you to discuss possible alternative arrangements that might be mutually beneficial in the short term. These could include joint marketing initiatives or knowledge-sharing opportunities that require minimal resource commitment.
Would you be interested in exploring these alternative possibilities? I can coordinate a meeting between you and Mr. Murphy next week if that works with your schedule.
Thank you again for considering us as a potential partner.
Cordially,
[Sender’s name and role]
Business Development Support Team
On behalf of Kevin Murphy, Business Development Director
13. Requesting Vendor Quote on Behalf of Operations Manager
Subject: Equipment Quote Request from [Operations Manager’s Name]
Good morning,
I’m contacting you on behalf of Sandra Liu, our Operations Manager, regarding equipment needs for our facility upgrade project scheduled to begin in August.
Ms. Liu has identified your company as a preferred supplier for industrial equipment based on your reputation for quality and reliable service. She has specifically requested quotes for several pieces of machinery that are critical to our production expansion.
The equipment requirements include: – Two high-capacity conveyor systems (minimum 500 units per hour) – One automated packaging machine with quality control features – Three industrial-grade air filtration units – Installation and setup services for all equipment
Ms. Liu needs detailed specifications, pricing, and delivery timelines to finalize the project budget and schedule. She’s particularly interested in equipment that offers energy efficiency and minimal maintenance requirements.
The installation window is September 15-30, during our scheduled production downtime. All equipment must be delivered and tested before the installation period begins to ensure smooth implementation.
Could you provide a comprehensive quote including equipment costs, installation services, training for our operators, and ongoing maintenance support options? Ms. Liu also requests information about warranty coverage and technical support availability.
She plans to make final vendor selections by July 15th, so receiving your quote by July 10th would be greatly appreciated. I can coordinate a facility visit if you need to assess our space requirements and existing infrastructure.
Please let me know if you need any additional information to prepare an accurate quote.
Best regards,
[Your name and designation]
Operations Support Coordinator
On behalf of Sandra Liu, Operations Manager
14. Announcing Promotion on Behalf of CEO
Subject: Promotion Announcement from [CEO’s Name] – Leadership Team Update
Dear Team,
I have the pleasure of sharing exciting news on behalf of Richard Davis, our Chief Executive Officer, regarding an important leadership promotion within our organization.
Mr. Davis is delighted to announce that Maria Santos has been promoted to Vice President of Strategic Development, effective immediately. This promotion recognizes Maria’s exceptional contributions to our company’s growth and her demonstrated leadership capabilities over the past three years.
In her previous role as Senior Strategic Analyst, Maria successfully led several high-impact initiatives that resulted in a 40% increase in operational efficiency and significant cost savings. Her innovative approach to problem-solving and ability to build consensus among diverse stakeholders made her the natural choice for this expanded leadership position.
Mr. Davis has specifically highlighted Maria’s work on the digital transformation project and her role in developing our five-year strategic plan as examples of her strategic thinking and execution excellence. Her promotion reflects our commitment to recognizing and advancing talented professionals within our organization.
In her new role, Maria will oversee strategic planning, business development partnerships, and market analysis functions. She’ll be working closely with department heads to align operational activities with our long-term strategic objectives.
Mr. Davis has asked me to mention that Maria’s promotion creates an opportunity for internal advancement within the strategic development team. Details about available positions will be shared with relevant departments next week.
Please join Mr. Davis in congratulating Maria on this well-deserved promotion. Her leadership and expertise will be valuable assets as we continue growing and expanding our market presence.
Maria will be hosting an informal meet-and-greet session next Thursday at 3:00 PM in the main conference room for anyone who’d like to learn more about her plans for the strategic development function.
Congratulations to Maria, and thank you all for your continued dedication to our shared success.
Warmest regards,
[Insert sender’s name and role]
Executive Communications Specialist
On behalf of Richard Davis, Chief Executive Officer
15. Confirming Meeting Details on Behalf of Senior Executive
Subject: Meeting Confirmation from [Executive’s Name] – Quarterly Review Session
Dear Department Heads,
I’m confirming the details for the quarterly review meeting on behalf of Janet Walsh, Senior Vice President, who is currently traveling but wanted to ensure all participants have complete information before the session.
Ms. Walsh is looking forward to discussing each department’s progress and reviewing the strategic initiatives that will guide our efforts through the remainder of the year. She has specifically requested that each department head prepare a brief presentation highlighting achievements, challenges, and resource needs.
Meeting details: – Date: Friday, June 28th – Time: 10:00 AM – 12:00 PM – Location: Executive Conference Room (Building A, 5th Floor) – Remote access: Available via company video conferencing system
Ms. Walsh has prepared a comprehensive agenda that allows adequate time for each department’s presentation plus strategic discussion. The agenda will be distributed tomorrow along with background materials for the strategic planning portion.
She’s particularly interested in hearing about cross-departmental collaboration opportunities and innovative approaches that could be shared across teams. Your insights and recommendations will directly influence resource allocation decisions for the next quarter.
Light refreshments will be provided, and I’ve arranged for technical support to ensure smooth video conferencing for any remote participants. Please test your connection beforehand if you plan to join virtually.
Ms. Walsh has blocked additional time after the formal meeting for individual follow-up conversations if needed. Let me know if you’d like to schedule a brief one-on-one discussion with her.
Please confirm your attendance by Wednesday so I can finalize the meeting logistics and presentation schedule.
Thank you for your preparation and participation in this important planning session.
Respectfully,
[Sender’s name and designation]
Senior Executive Support Staff
On behalf of Janet Walsh, Senior Vice President
Conclusion
Writing effective emails on behalf of others requires a careful balance of professionalism, clarity, and respect for both the person you’re representing and the recipient. The key lies in establishing credibility while maintaining appropriate boundaries and clear communication about your role.
Each situation demands a slightly different approach, whether you’re declining invitations, requesting information, or coordinating complex business activities. The most successful emails clearly state who you’re representing, why you’re writing on their behalf, and what action or response is needed.
Practice these techniques and adapt the language to match your organization’s communication style. Soon you’ll find that writing on behalf of others becomes a natural extension of your professional communication skills, helping you build stronger business relationships and achieve better outcomes for everyone involved.